How to limit who can access submitted form data?

You may have a Common, Online Admissions, or Online Reenrollment form, which you only want certain users to be able to access the submitted form data. You may be collecting sensitive information from a user in the form and you only want certain users to be able to access that submitted form's data under the data tab.

Article
Number:102331

Products:

Blackbaud_NetCommunity_BBNC

If you are on version 7.0 and above, We are currently evaluating this issue and will update this article when we have more information.

This can be accomplished by setting up a role, task group and security assignment, and assigning this role to the form's Targeting and Security tab. When you assign a role to the Targeting and Security tab of the form, the submitted form data will inherit the form's Targeting and Security. This will allow only users who have this role to see the submitted form data. Note: this change is not retroactive: editing the targeting and security of a form will not change the view of any previous form submissions.

Create a role:

Navigate to Users & Security>Roles

Click New Role

Enter a Role name

Click Save

Create a task group:

Navigate to Users & Security > Task Groups

Click New task group.

In the window that pops up, select Site Task Group and click Okay

Enter a Task Group Name

Under Form tasks, mark the box for View rights for Data tab only

Click the green button New Security Assigment

Select the radio button for Site Tasks

Choose the newly created role

Choose the newly created task group

Click Save

Add this new role to your Targeting and Security of the form:

Navigate to Site Explorer>Forms

Locate the form in question and click the Pencil icon to edit it

Select the Targeting and Security tab

Unmark the view for Everyone

Click Add Users & roles

Select the desired role from the left and click Add, then mark the desired boxes under assign permissions